A comprehensive review on “The Computerized Maintenance Management

System An essential Tool for World Class Maintenance” .

The paper titled "The Computerized Maintenance Management System (CMMS): An Essential Tool for
World-Class Maintenance" explores the pivotal role of CMMS in advancing maintenance management
practices and identifies key factors contributing to the low success rate of its implementation. Authored by
Michael Wienker, Ken Henderson, and Jacques Volkerts, the study provides insights into both the
challenges and solutions surrounding CMMS deployment in industrial settings.

Importance of CMMS

Maintenance management is a critical aspect of industrial operations due to its impact on costs and
profitability. A CMMS aids in shifting from reactive (breakdown-focused) maintenance to proactive
(reliability-based) strategies. The “Iceberg Model” used in the study illustrates how indirect or hidden costs,
such as reduced asset life and higher energy consumption, often outweigh direct maintenance expenses.
CMMS serves as a tool to mitigate these hidden costs by streamlining processes and improving decision-
making.

Low Success Rate in CMMS Implementation

Despite its potential, the success rate for CMMS implementations remains between 25% and 40%, with
only 6%–15% of users fully leveraging its capabilities. The paper identifies six primary reasons for this low
success rate:

1. Organizational Readiness: Many organizations fail to assess their readiness for CMMS adoption,
often lacking a proactive maintenance strategy as a prerequisite.

2. Misconception of CMMS Role: CMMS is frequently misunderstood as a maintenance strategy

rather than a supportive tool, leading to underutilization or misapplication.

3. Inadequate IT Infrastructure: Insufficient network speed, unreliable internet, and outdated

intranet systems can deter users and undermine system efficiency.

4. Lack of Management Support: Projects often falter due to inadequate communication of benefits
to senior management, resulting in diminished support for long-term implementation.

5. Poor Change Management: Resistance to change among employees, coupled with unrealistic
expectations, hampers successful adoption.
 6. Resource Constraints: Insufficient allocation of skilled personnel and time for data collection,
system integration, and training disrupt the implementation process.

Strategies for Successful Implementation

To enhance implementation success, the authors recommend:

• Proactive Maintenance Strategy: Organizations should ensure they have established a structured
maintenance approach before introducing CMMS.

• Clear Role Definition: Recognizing CMMS as a tool to support existing strategies can guide its
effective integration and utilization.

• Infrastructure Readiness: Reliable and fast IT systems, including internet and printing
capabilities, are crucial for seamless operations.

• Management Engagement: Highlighting tangible benefits like reduced hidden costs and improved
ROI can secure sustained executive support.

• Comprehensive Change Management: Open communication, training, and a designated project

“champion” are vital for overcoming resistance and building confidence.

• Adequate Resourcing: A mix of internal staff and external consultants ensures sufficient expertise
and focus during the implementation process.

Conclusion

CMMS is indispensable for achieving world-class maintenance, but its implementation requires meticulous
planning and resource allocation. Addressing organizational readiness, infrastructure needs, and change
management challenges can significantly enhance success rates. By leveraging CMMS effectively,
industries can reduce maintenance costs, improve asset performance, and achieve long-term operational
excellence.
Designing Out Maintenance

In asset management, the concept of "Improvement Maintenance" is widely applied to minimize recurring
failures in equipment and systems. The primary goal is to conduct detailed investigations into the root
causes of failures and implement sustainable measures to prevent their recurrence. When existing designs
are no longer capable of withstanding repetitive cycles or meeting performance standards, the solution lies
in design-out maintenance. This strategy focuses on modifying system designs to reduce maintenance
requirements and ensure consistent functionality.

Example Scenario: Conveyor System Challenges

A high-capacity conveyor system in a manufacturing plant frequently experiences downtime due to motor
overheating and roller misalignment. These issues result in excessive costs and significant production
delays. A design-out maintenance approach for this situation could involve:

1. Root Cause Analysis

o Identify the primary reasons for failures, such as inadequate cooling leading to motor
overheating or roller misalignment caused by structural flexing under heavy loads.

2. Redesigning the System

o Upgrade motors to high-efficiency models with integrated self-cooling fans and additional
sensors for real-time temperature monitoring.

o Strengthen the conveyor frame with reinforced materials and cross-braces to prevent
flexing.

o Introduce adjustable mounts for precise roller alignment.

3. Integration of Predictive Maintenance

o Install sensors to monitor vibrations and heat across the system, feeding data into predictive
maintenance software.

o Ensure small issues are detected early and addressed before they evolve into major failures.

By implementing design-out maintenance strategies, organizations can achieve enhanced system reliability,
reduce repetitive repair costs, minimize spare parts inventory, and promote long-term operational
sustainability. Modular designs enable swift replacements, improving safety and reducing downtime.
Managing Maintenance Costs and Responsibilities

Effective maintenance requires businesses to address various expenses to keep equipment operational.
These costs go beyond the initial purchase price of assets and include ongoing commitments to ensure
reliability and safety.

Categories of Maintenance Costs

1. Labor Costs

o Salaries and wages for technicians and staff conducting maintenance activities.

2. Parts and Inventory Costs

o Expenses for replacement parts, tools, and managing inventory levels.

3. Downtime Costs

o Losses from halted operations during equipment repairs or breakdowns.

Maintenance Commitments

Organizations must adopt structured practices to manage costs effectively while ensuring asset reliability.
Key strategies include:

1. Preventative and Predictive Maintenance

o Implement systems to identify and address potential failures before they occur.

2. Optimized Inventory Management

o Analyze usage patterns to maintain the right levels of spare parts and reduce overstocking.

3. Training and Development

o Invest in training programs to improve the skillset and efficiency of maintenance teams.

Leveraging Modern Technology

Advancements in technology, such as IoT, AI, and CMMS, have transformed maintenance processes. These
tools enable organizations to:

• Identify critical assets and performance benchmarks.

 • Schedule maintenance tasks and review outcomes efficiently.

• Use continuous feedback and emerging technologies to refine strategies.

By balancing short-term investments with long-term savings, companies can enhance productivity and
achieve sustained operational efficiency.